Congratulations! You're bringing a speaker to Campus!

Here's a list of things that you might need to do or consider:

Determine the location of the event. You'll have to reserve the room with Jan Seigmund (x1734). Jan coordinates the master calendar.
Decide where your speaker is going to stay, and make reservations. The reservation no. for the Sewanee Inn and Rebel's Rest is x-1686. These rooms are usually booked well in advance, so you should make reservations as early as possible.
Submit a request for the honorarium. You'll have to submit an appropriately filled out Form 19 (download as Form19.doc) to the Treasurer's Office. Here's some of the information you'll need:
1. Your speaker's name, address, and social security number. If your speaker is not an American Citizen, there will be a lot of time consuming work to do. Start by calling Connie at x1306. This will have to be done several weeks in advance.
2. The account index code. This is supplied by the chair of the University Lectures Committee. This code determines the source of the funds to be used.
3. The banner code honoraria is 6550.
Before your speaker can receive the check for the honorarium, he or she will have to fill out a W-9 form (download as W-9_Form.pdf) . This form must be returned to the Treasurer's Office. Otherwise, they will be fined by IRS.
If you are using Convocation Hall, you'll have to contact PPS (x1264) to handle the seating arrangements. They will need to know where the money is coming from. They will ask for an account index code to pay for their services: use the same index number here.
Call Media Services (x1372) if you need help with audio/visual issues. This will partly be determined by the location of event (e.g., you'll need microphones if you are using Convocation Hall), and partly by your speaker's needs (be sure to check on these well in advance). As with PPS, media services will ask for an account index code to pay for their services: use the same index number here as well.
If you're planning to have a reception after event, make arrangements with a caterer. Ask them to submit an invoice to you in advance so you can have the Treasurer's Office issue them a check. Caterers should be paid on the day of their services. As before, this will require an appropriately filled out Form 19. The Banner Account Code for food is 7517. Use the same account index code here.
It is best to have speakers make their own travel arrangements (sooner rather than later). Have them submit all travel expenses to you once they are back home. In most cases, receipts are necessary. You will have to submit this to the Treasurer's Office, using an appropriately filled out Form 19.
On the day of event, you need to make sure that you will have access to your room. (Convocation Hall, for example, is normally locked). If necessary, contact the Sewanee Police Department.
You also need to make sure that you know how to turn on the lights, and that you know how to operate any audio/visual equipment.